October 13, 2008

Monday

1. What is Communication?

a. The art and technique of using words effectively to impart information or

ideas.
b. The field of study concerned with the transmission of information by various
means, such as print or broadcasting.
c. Any of various professions involved with the transmission of information,
such as advertising, broadcasting, or journalism.

Communication is the transfer of information, such as thoughts and

messages, as contrasted with transportation, the transfer of goods and persons.

The basic forms of communication are by signs (sight) and by sounds. The

reduction of communication to writing was a fundamental step in the evolution of

society for, in addition to being useful in situations where speech is not possible,

writing permits the preservation of communications, or records, from the past. It

marks the beginning of recorded history. Whereas the rise of book publishing and

journalism facilitated the widespread dissemination of information, the invention of

the telegraph, the radio, the telephone, and television made possible instantaneous

communication over long distances. With the installation of the submarine cable

and improvements in short-wave radio technology, international communication

was greatly improved and expanded. In 1962 the first active communications

satellite was launched; it provided the first live television broadcast between the

United States, Europe, Japan, and South America. Today, satellite communications

is used extensively for relaying television signals, telephone calls, and special
 teleconferencing calls that might include two-way video and graphics along with

audio.

2. What are the Types of Oral Communication?

Oral communication describes any type of inter-action that makes use of spoken

words, and it is a vital, integral part of the modern business world. "The ability to

communicate effectively through speaking as well as in writing is highly valued, and

demanded, in business, " Herta A. Murphy and Herbert W. Hildebrandt wrote in

their book Effective Business Communications. "Knowing the content of the

functional areas of business is important, but to give life to those ideas—in

meetings or in solo presentations—demands an effective oral presentation."

The types of oral communication commonly used within an organization

include staff meetings, personal discussions, presentations, telephone discourse,

and informal conversation. Oral communication with those outside of the

organization might take the form of face-to-face meetings, telephone calls,

speeches, teleconferences, or videoconferences.

3. State the relevance of Oral Presentation Skills.

The public presentation is generally recognized as the most important of the

various genres of oral business communication. As is true of all kinds of

communication, the first step in preparing a public speech or remarks is to

determine the essential purpose/goal of the communication. As Hildebrandt and

Murphy note, business presentations tend to have one of three general purposes:

to persuade, to inform or instruct, or to entertain. Out of the purpose will come the

main ideas to be included in the presentation. These ideas should be researched

thoroughly and adapted to the needs of the audience.

The ideas should then be organized to include an introduction, a main body

or text, and a summary or conclusion. Or, as the old adage about giving speeches

goes, "Tell them what you're going to tell them, tell them, and tell them what you

told them." The introduction should grab the listener's interest and establish the

theme of the remainder of the presentation. The main body should concentrate on

points of emphasis. The conclusion should restate the key points and summarize

the overarching message that is being conveyed.

Visual aids are an important component of many oral presentations. Whether

they are displayed on chalkboards, dry-erase boards, flip charts, or presented using

a slide projector, overhead projector, or computer program, visual aids should be

meaningful, creative, and interesting in order to help the speaker get a message

across. Visual aids should also be adapted to the size of the audience.

Once the presentation has been organized and the visual aids have been

selected, the speaker should rehearse out loud and revise as needed to fit time

constraints, cover points of emphasis, etc. It may help to practice in front of a

mirror or in front of a friend in order to gain confidence. A good oral presentation

will include transitional phrases to help listeners move through the material, and

will not be overly long or technical. It is also important for the speaker to anticipate
questions the audience might have and either include that information in the

presentation or be prepared to answer afterward. Professional and gracious

presentation is another key to effective communication, whether the setting is a

conference, a banquet, a holiday luncheon, or a management retreat. "Recognize

that when you speak at a business event, you represent your company and your

office in that company, " stated Steve Kaye in IIE Solutions. "Use the event as an

opportunity to promote good will. Avoid complaints, criticism, or controversy. These

will alienate the audience and destroy your credibility quickly. Instead, talk about

what the audience wants to hear. Praise your host, honor the occasion, and

compliment the attendees. Radiate success and optimism."